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Step by Step Procedure If Then Flowchart Data Entry - Excel

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					                              Process Flow Guidelines
What is Process Mapping?
 Process Mapping is a workflow diagram to bring forth a clearer understanding of a process
 or a series of parallel processes.
Steps for Mapping a Process

 Establish the starting and ending points of the process.

 Identify the major activities included in the process.
 List the steps, activities and decision points that need to be charted on large Post-It notes.
 If the team is not sure about a step, mark it to be investigated later.
 Gather all documents, reports (first page only), forms, screen shots, etc. and assign them to
 each step. Keep copies of examples given by person explaining process.
 Put the steps in chronological order (note: some processes may be easier to start at the end
 and work backward)
 Input steps into the Process Flow Sheet. Use short descriptions to be used for the flowchart
 later. Details of each step will be documented on the Process Detail Sheets. Be sure to use
 Time New Roman 12 for all documentation.

 Assign flowchart symbols to each step.

 Create flowchart

 Review and revise if necessary.

Questions to be Answered for Each of the Steps


 Why is the step necessary?
 What happens during the step?
 Where is the step performed?
 When does the step happen?
 How often is the step performed?
 How long does it take to do the step?
 Are there ‘inputs’ to each step (i.e.manual preparation of documents, manual data entry,
 system generated information, information supplied from previous steps)?
 What are the outputs of each step (i.e. reports, correspondence,)?
 Who receives the output and how often is it generated?
 How is the output generated (i.e. system generated, manual)?
 How is the output stored (i.e. paper, system)?
Where is the output stored?
Is the step required by Statute? Regulation? Policy? (Identify by number)
                               Process Workflow Instructions
All fields on the process forms are numbered. Below are the definition and/or instructions
for each field.
                   1 Enter the name of the process.
                  1a Enter the tax type. For example Individual Income Tax.
                     Enter the page number and then how many pages total the document has
                   2 including any other documentation.
                   3 Enter the date the process was mapped.
                     Enter the name of the person interview and what area they are in. For
                   4 example John Smith - Individual Income Tax - Processing Area
                  4a Enter the Functional Area. For example Registration.
                     Define where the process begins. For example: Process begins once
                   5 taxpayer request registration.
                     Define where the process ends. For example: Process ends when taxpayer
                   6 is been sent a registration letter.
                   7 Enter the names of those who mapped the process.
                   8 Check whether this is the current or proposed process.
Process Symbols:

        9             Process Step - represents a simple process step.

       10             Decision - For use with questions

       11             Manual Operation - these steps can include the transportation of an item.
                      Represents the use of a paper document in the process. Acquire copies of
       12             this document when possible.
                      Data File - Indicates that information is in an electronic file. Be sure to
       13             document the file name/location if applicable

       14             Process Terminates - indicates the end of a process.

       15             Stored Data - indicates that data is stored. Please note location of data.
                      Manual Input - indicates that information is being input manually from a paper
       16             source.
                      Preparation - the organization of items before the process can continue. For
       17             example, stamping a file before scanning it in the system.
                      Only need to put the number of the symbol that represents this step. You can
                 18   copy/paste the symbol into the space if the team prefers that.
                 19   Indicates the order of the process steps
                      Use very short descriptions here. This name will be used in the flow chart and
                 20   links to the process detail sheet.
                      Use this space to write down all notes from the process mapping session.
                      Include everything from the Post-It notes as well if not already documented
                 21   somewhere else
                      Mark an "X" for any attachments for each step. Don't forget to mark the
                 22   attachment with the proper step number.


C:\Docstoc\Working\pdf\3c4ffca1-8632-4524-8772-434b269c56be.xls                     Rev. 3 April 11, 2005
                    Indicate how the step is required. Regs & Statutes need the corresponding
                    number typed into this space. If you do not know then flag and someone can
                 23 research. Don’t spend to much time researcing the regs.
                    Indicate who is involved in process. (E)mployee (M)anager (C)omputer
                 24 (A)gency
                 25 Business Rule: Use this area if a business rule applies to the step.




                     A business rule determine how a business operates ~ that is, rules that
                     prevent, cause, or suggest things to happen.
                     A business rule is intended to assert business structure to control or influence
                     the behavior of the Business.
                     They are Atomic: can’t be broken down any further without losing information
                     They are Unambiguous: have only one, obvious, interpretation
                     They are Compact: typically, a single short sentence
                     They are Consistent: together, they provide a unified and coherent description
                     They are Compatible: use the same terms/language as the rest of the
                     business model
                     A business rules can be a boundary, a test point, or it can be a control
                     checkpoint.
                     On its own, one business rule, statement may not look very impressive. It may
                     say something about the business that seems trite, obvious, and hardly worth
                     the trouble. Do not worry; this is a good thing. If it seems obvious, you have
                     cracked the most difficult problem: making the business logic understandable.




C:\Docstoc\Working\pdf\3c4ffca1-8632-4524-8772-434b269c56be.xls                      Rev. 3 April 11, 2005
                                                                                                       Process Flow Details
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                               (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                      (M)anager
                                                                                                                                                                                                                                     (C)omputer
                                                                                                                                                                                                                                       (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                         (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper                                                                                                                                                              Payments must be paid by the
                           Payment or                                                                                                                                                               25th of each month.
                     1     Electronic Funds                                                                                                                                                                                              A
                           Transfer (EFT)?
                           Return and/or
                     2     check received                                                                                                                                                                                                A

                           Forward to
                     3     account supervisor                                                                                                                                                                                            A

                           204 card
                     4     completed                                                                                             21A204                                                                                                  A

                           Document and
                     5     check sent to                                                                                                                                                                                                 A
                           validation
                           Document and
                     6                                                                                                                                                                                                                   A
                           check validated
                           Return and check
                     7                                                                                                                                                                                                                   A
                           cashiered
                           204 card
                    7A     forwarded to Misc.                                                                                                                                                                                            A
                           Processing
                           Check forwarded
                    7B                                                                                                                                                                                                                   A
                           to Treasury Dept.
                           Checks deposited
                     8                                                                                                                                                                                                                   A
                           at bank.




                  Motor Fuels                                                                                                5 of 15                                                                                               8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                           24.
Method                                                                                                                                                                                                                             (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                    (M)anager
                                                                                                                                                                                                                                   (C)omputer
                                                                                                                                                                                                                                     (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper
                              check honored?          This could happen after payment
                           Payment or                 has gone throuh process and
                           Electronic Funds           would have to be backed out and
                     9                                                                                                                                                                                                                 A
                           Transfer (EFT)?            then would go of Unhonored
                                                      checks or payments process for
                                                      handling.
                           (See Over-Arching
                           Process Map for
                    9.1    Unhonored                                                                                                                                                                                                   A
                           Checks)

                           Data keyed into
                   10A                                                                                                                                                                                                                 A
                           system
                           Approves Balance
                   10B                                                                                                                                                                                                                 A
                           Data Verified
                    11                                                                                                                                                                                                                 A
                           Data transmitted to
                           Commonwealth
                    12     Office to                                                                                                                                                                                                   A
                           Technology (COT)
                           Is it a Credit or
                    13     Debt EFT Payment                                                                                                                                                                                            T

                           Taxpayer Pays by
                   13.1                                                                                                                                                                                                                A
                           Phone or Internet
                           GPS system
                           generates
                   13.2    confirmation                                                                                                                                                                                                A
                           number




                  Motor Fuels                                                                                                6 of 15                                                                                             8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                           24.
Method                                                                                                                                                                                                                             (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                    (M)anager
                                                                                                                                                                                                                                   (C)omputer
                                                                                                                                                                                                                                     (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Papernotifies
                           Taxpayer                   If the taxpayer has chosen the two
                           Payment or
                           their banking              month tax liability election then
                           Electronic Funds
                           institution                they must electronically submit to
                           Transfer (EFT)?            the Motor Fuels Tax Section the
                    14                                amount being transmitted by the                                                                                                                                                  T
                                                      15th of each month.



                           Funds transferred
                    15                                                                                                                                                                                                                 C
                           State
                           Government's
                           designated bank
                    16                                                                                                                                                                                                                 A
                           loads File Transfer
                           Protocol (FTP) file
                           from website
                           Is payment
                    17     transaction                                                                                                                                                                                                 A
                           honored?
                           EFT pulls file from
                    18                                                                                                                                                                                                                 C
                           website
                           EFT groups
                    19                                                                                                                                                                                                                 C
                           download file
                           FTP file saved to
                    20                                                                                                                                                                                                                 A
                           "Z" drive
                           FTP file renamed
                    21                                                                                                                                                                                                                 A
                           "REVNU"
                           FTP file edited and
                    22                                                                                                                                                                                                                 A
                           imported
                           Verify account
                    23                                                                                                                                                                                                                 A
                           numbers



                  Motor Fuels                                                                                                7 of 15                                                                                             8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                           24.
Method                                                                                                                                                                                                                             (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                    (M)anager
                                                                                                                                                                                                                                   (C)omputer
                                                                                                                                                                                                                                     (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper
                           Errors corrected           Could be filed under incorrect
                    24     Payment or                                                                                                                                                                                                  A
                           on file                    account number.
                           Electronic Funds
                           FTP exports to
                    25     Transfer (EFT)?                                                                                                                                                                                             A
                           REVIMS
                           Export process
                           segregates data
                    26     into two files: 204                                                                                                                                                                                         A
                           and bank routing
                           code
                           Bank routing code
                   27A     forwarded to COT                                                                                                                                                                                            A
                           and OSCAR
                           Run Job SP40B              Picks up the check routing number
                  27A.1                               keyed by Div. of Operations.                                                                                                                                                     C

                         Daily numbers
                  27A.2                                                                                                                                                                                                                C
                         added to file
                         Cross Reference
                 27A.2.1 Index System                                                                                                                                                                                                  C
                         (CRIS) Interface
                         REVSP43X
                  27A.3                                                                                                                                                                                                                C
                         monthly job run
                         Data complied into
                  27A.4                                                                                                                                                                                                                C
                         database
                         204 FTP's CARS
                   27B                                                                                                                                                                                                                 A
                         mainframe
                         REVAEFT job run
                  27B.1                                                                                                                                                                                                                C
                           REVRDIOX job run
                  27B.2                                                                                                                                                                                                                C
                           REVD110 run                Dollar totals balance with
                  27B.3                                                                                                                                                                                                                C
                                                      transmittal sheets.


                  Motor Fuels                                                                                                8 of 15                                                                                             8/18/2011
                                                                                                                                            2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                            3. Date           7/11/2006
                                                                                                                                            5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                         Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                   6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                               (E)mployee
             Current                                                                                                                        Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                      (M)anager
                                                                                                                                                                                                                                     (C)omputer
                                                                                                                                                                                                                                       (A)gency
                                            Process Detail                                                              22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents     Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper
                           REV.RAC.MTX.JV Post files to CARS database.
                  27B.4    Payment or                                                                                                                                                                                                    C
                           Tran1
                           Electronic Funds
                           Run job to pic JV
                  27B.5    Transfer (EFT)?                                                                                                                                                                                               C
                           Tran
                           Misc. Tax data
                  27B.6                                                                                                                                                                                                                  C
                           posted to MIXERS
                           Transmittal sheets
                    28     reconciled with                                                                                                                                                                                               A
                           system entries
                           Run batch job      Job run DM110.
                    29                                                                                                                                                                                                                   A
                           Data posted to
                           Collection
                           Accounts
                           Receivable
                           System (CARS)/
                    30                                                                                                                                                                                                                   C
                           Miscellaneous
                           Taxes Registration
                           System (MIXERS)
                           and payment
                           flagged
                           Data loaded to
                           Motor Fuels
                    31     System                                                                                                                                                                                                        C


                           Work the work list
                           in MIXERS
                    32                                                                                                                                                                                                                   E


                           Run delinquency
                           report from Motor                                                                       Delinquenc
                    33     Fuel System                                                                                                                                                                                                   E
                                                                                                                    y Report


                  Motor Fuels                                                                                                  9 of 15                                                                                             8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                           24.
Method                                                                                                                                                                                                                             (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                    (M)anager
                                                                                                                                                                                                                                   (C)omputer
                                                                                                                                                                                                                                     (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper if
                           Prepare JV's
                           Payment or
                           applicable
                    34     Electronic Funds                                                                                                                                                                                            E
                           Transfer (EFT)?
                           Is it an
                           Overpayment?
                    35                                                                                                                                                                                                                 A


                           Create refund in
                           Business Tax
                    36     Refund System                                                                                                                                                                                               E


                           Is it No pay/partial
                           pay/filed late/non-
                    37     filing error on return                                                                                                                                                                                      A


                           Create bill in CARS

                    38                                                                                                                                                                                                                 E



Refunds

                           Sends refund       Application for refund may be filed
                           application to DOR on a calendar quarter basis. This                        72A006,
                                              is done because of changing tax                          72A053,
                     1                        rates possible every quarter.                                                                                                                                                            T
                                                                                                       72A066,
                                                                                                       72A072




                  Motor Fuels                                                                                                10 of 15                                                                                            8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                           24.
Method                                                                                                                                                                                                                             (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                    (M)anager
                                                                                                                                                                                                                                   (C)omputer
                                                                                                                                                                                                                                     (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper
                           Review application         When reviewing aviation refunds
                           Payment or                 pull previous application to verify
                           Electronic Funds           ending inventory matches
                     2     Transfer (EFT)?            beginning inventory on new                                                                                                                                                       E
                                                      application. We put applications
                                                      into batches of 25 or less.
                           Does permit
                           number exist?
                     3                                                                                                                                                                                                                 A


                           Refund denied              We send letter stating why refund
                                                      was denied or adjusted
                     4                                                                                                                              x                                                                                  E


                           Verify in special          This is performed by looking in
                           fuels system that          special fuels and MIXERS. The
                           refund not issued          MIXERS is being done because
                     5     previously                 the upload of our refunds to the                                                                                                                                                 E
                                                      special fuels system is not
                                                      occurring.

                           Application is
                           counted, entered
                     6     into refund log,                                                                                                                                                                                            E
                           and validated
                           Review invoices
                     7                                                                                                                                                                                                                 E


                           Total gallons
                           compared to
                     8     application                                                                                                                                                                                                 E



                  Motor Fuels                                                                                                11 of 15                                                                                            8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                           24.
Method                                                                                                                                                                                                                             (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                    (M)anager
                                                                                                                                                                                                                                   (C)omputer
                                                                                                                                                                                                                                     (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper
                           Perform math
                           Payment or
                           check on
                     9     Electronic Funds
                           application                                                                                                                                                                                                 E
                           Transfer (EFT)?
                           Create Excel
                           spreadsheet with
                    10     refund information                                                                                                                                                                                          E


                           Supervisor
                           approves?
                    11                                                                                                                                                                                                                 M


                           Supervisor returns Employee makes copy and original
                           approved           data entry document is sent to
                    12     spreadsheet to     Division of Operations.                                                                                                                                                                  M
                           employee
                           Sends
                           spreadsheet to
                    13     Division of                                                                                                                                                                                                 E
                           Operations
                           Division of                Information entered into Viking
                           Operations                 system. This creates a file
                    14     performs data              "REVFUELR"                                                                                                                                                                       A
                           entry of refund
                           COT runs job                 See attached notes from COT on
                           "REMTX08X"                   the jobs that they run for permits
                    15     which creates a                         and refunds.                                                                                                                                                        A
                           check register




                  Motor Fuels                                                                                                12 of 15                                                                                            8/18/2011
                                                                                                                                             2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                             3. Date           7/11/2006
                                                                                                                                             5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                          Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                    6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                              24.
Method                                                                                                                                                                                                                                (E)mployee
             Current                                                                                                                         Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                       (M)anager
                                                                                                                                                                                                                                      (C)omputer
                                                                                                                                                                                                                                        (A)gency
                                            Process Detail                                                               22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents      Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper job
                           COT runs
                           Payment or
                           "REVMTXCW"
                                                                                                                      COT
                           Electronic Funds
                           which creates
                                                                                                                     Reports-
                           Transfer (EFT)?
                           check writer
                                                                                                                     Refund
                                                                                                                   Turnaround
                                                                                                                   Document,
                                                                                                                    Potential
                    16                                                                                                                                                                                                                    A
                                                                                                                     Offsets,
                                                                                                                     Refund
                                                                                                                    Summary
                                                                                                                   Report, and
                                                                                                                    Exception
                                                                                                                      Report


                           COT runs job
                           "REVMTRWC"
                    17     which pre-edits,                                                                                                                                                                                               A
                           before sent to
                           MARS
                           Data uploaded to
                           MIXERS
                   18A                                                                                                                                                                                                                    A




                  Motor Fuels                                                                                                   13 of 15                                                                                            8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                           24.
Method                                                                                                                                                                                                                             (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                    (M)anager
                                                                                                                                                                                                                                   (C)omputer
                                                                                                                                                                                                                                     (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper
                           Refund issued to  Taxpayer contacts motor fuels tax
                           Payment or
                           taxpayer?           section if their refund was not
                           Electronic Funds received. Motor Fuels section gets
                           Transfer (EFT)?    check number and contacts KY
                                                Treasury to see if check was
                                             cashed. If it was they contact the
                   18B                                                                                                                                                                                                                 A
                                                taxpayer to verify check was
                                             cashed. If check was not cashed,
                                              motor fuels section sends a stop
                                                 payment document to KY
                                              Treasury and then starts refund
                                                      procedure over.
                           COT sends MTR    MTR document is a reconciliation
                           document to MFTS statement of refunds issued.
                    19                                                                                                                                                                                                                 A



                           Employee
                           compares MTR
                    20     document to total                                                                                                                                                                                           E
                           refunds sent
                           Is there a JV to
                           perform?
                    21                                                                                                                                                                                                                 E




                  Motor Fuels                                                                                                14 of 15                                                                                            8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                           24.
Method                                                                                                                                                                                                                             (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                    (M)anager
                                                                                                                                                                                                                                   (C)omputer
                                                                                                                                                                                                                                     (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper JV to
                           Perform a                   Move money to sales tax when we
                           Payment or
                           move money                  have sales tax liability after refund
                           Electronic Funds             is created. This occurs because
                           Transfer (EFT)?                sales tax becomes applicable
                   21.1                                     when motor fuels tax is not                                                                                                                                                E
                                                         charged. Also, when we have a
                                                       refund to state marina or state run
                                                        airport we would JV the money to
                                                                      them.
                           Are there kick-
                           outs?
                    22                                                                                                                                                                                                                 E


                           Refund offset?

                    23                                                                                                                                                                                                                 E


                           Review for missing
                           or incorrect data
                   23.1                                                                                                                                                                                                                E


                           Create vendor
                           offset payment
                    24                                                                                                                                                                                                                 E


                           Perform a JV to
                           move money to
                    25     Sales tax                                                                                                                                                                                                   E




                  Motor Fuels                                                                                                15 of 15                                                                                            8/18/2011

				
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